Administrative Assistant III - TS/SCI w/Poly

Clearance Level
Top Secret SCI + Polygraph
Chantilly, Virginia

REQ#: RQ72272

Travel Required: None
Requisition Type: Regular

The AA will operate in an office and team environment, interacting with management, working-level personnel, and customers on a daily basis. The AA will also require the ability to work autonomously, executing daily office functions and proactively taking action on a wide range of general activities falling within the position's responsibilities. Duties will focus on Division level but may be required on a periodic basis to provide support to personnel at the Department level. The AA should work during core hours of approximately 0800-1630. The AA should be able to do light physical work such as storing/organizing supplies, collecting and removing material bags, etc. Minimal POV travel is anticipated. AA should be permitted to operate government vehicle.

It is desired the that AA have intermediate skills with Microsoft Office but Basic would also be acceptable. It is highly desired that the AA have experience with the Sponsor Access Request System, Lotus Notes, Sponsor Travel Request System, and Sponsor Training System. The AA should also be familiar with or able to learn the Sponsor Products & Services Catalog, Sponsor Price Estimate Tool, Sponsor Logistics system, Sponsor Supply System, Sponsor Time System, and Sponsor Internal Communication system. The sponsor office is willing to train the AA on sponsor systems with which the AA is not familiar. 

The AA will schedule meetings and maintain meeting calendars for division management and other designated personnel at the division and branch levels. Primary calendar support will be for approximately four people and secondary calendar support will be for approximately six people. Upon request, the AA will conduct the same activity for upper management levels. The AA will schedule rooms for meetings and other events/needs, coordinating as necessary with other M's to ensure availability of spaces.

The AA will assist in planning, scheduling, organizing, and executing meetings, conferences, and off-sites. The AA will record the topics and resulting actions of these events for possible distribution to meeting and other attendees. Upon request, the AA will conduct the same activity for upper management levels. The AA will participate in meetings and events, prepare room and materials for presentation, acting as a recorder or working member of the group and provide administrative guidance to subject matters of the meetings and events.

The AA will process administrative and personnel actions, informing the appropriate people of the status of the work and of any management-level required actions. The AA will maintain administrative and personnel recordkeeping systems in electronic or hardcopy forms, including time and attendance. Actions include maintaining seating charts, IT systems access requests, and check-in/check-out actions. 

The AA will manage the supply inventory, monitoring it to ensure that office needs are met and when necessary, coordinating with others to avoid redundant purchases. The AA will be the focal point ensuring the scheduling and completion of the maintenance of office equipment. The AA will, upon request, perform back-up duties at the group, office/center or directorate level. To perform this function, the AA should become familiar with the operations of these other components when time allows as a means to be prepared when called upon.

The AA will monitor and manage e-mail, instant messaging, telephone and other communication methods for division management and other designated personnel. The AA will participate in meetings and events, prepare room and materials for presentation, acting as a recorder or working member of the group, and provide administrative guidance to subject matters of the meetings and events. The AA will draft, proofread, and edit routine and special correspondences. To ensure complete and accurate content on correspondences, the AA will coordinate edits with appropriate division personnel and coordinate a final version. The AA will open, sort and distribute incoming information from sources such as mail, newspapers, faxes, publications and documents, also ensuring outgoing information is sent in a timely manner and contains proper content, formatting, and classification. 

The AA will prepare domestic and foreign travel arrangements for managers and others designated by management. Preparation includes initial planning, updates to travel schedules, coordination with others when multiple personnel are traveling together, ensuring that required internal sponsor communications are completed and completion of any necessary documentation such as passports. Actions include post-travel accounting.

The AA will maintain and update databases or spreadsheets that support the functioning of the office and the recording of information composing archival material. This activity includes the monitoring of internal communication traffic to ensure office personnel and management are aware of issues affecting its operations. The AA will maintain and organize tracking records and filing systems in all formats, including hardcopy and electronic. The AA will serve as the group-level timekeeper, utilizing the Sponsor time and attendance application. The AA will also seek to identify and correct potential gaps in the recordkeeping and filing systems.

We are GDIT. The people supporting some of the most complex government, defense, and intelligence projects across the country. We deliver. Bringing the expertise needed to understand and advance critical missions. We transform. Shifting the ways clients invest in, integrate, and innovate technology solutions. We ensure today is safe and tomorrow is smarter. We are there. On the ground, beside our clients, in the lab, and everywhere in between. Offering the technology transformations, strategy, and mission services needed to get the job done.

GDIT is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other protected class.